Team collaboration

Team feature enables multiple users to work on the same Workato account and collaborate on recipes in a shared workspace. User roles and permission sets can be assigned to ensure that different users have access to the features they need.

Team feature is enabled only for certain plans. Check the Pricing and Plans page or reach out to Workato sales representatives at +1 (844) 469-6752 to find out more.

Team owner permissions

For Workato accounts with team access, team owners are able to view the team option on their account menu.

Team feature menu option

In the team admin screen, team owners can view current collaborators on their team, view pending invitations to collaborators, as well as invite collaborators. Collaborator roles can also be changed by the team owner.

Team roles

Each collaborator you invite to a team will have a role. Roles define the permissions a user has when logged into the team account, such as the ability to access particular folders, or the ability to create, edit, delete recipe assets.

The default roles for teams are:

Admin

Analyst

Operator

The following table details the specific set of permissions each role has.

Access rights comparison

Admin role

Admins have almost equivalent permissions as the team owner. They are able to add, edit and delete recipes, connections, SDK, API keys and on-prem agents. In addition, admins have administrative rights over the team and are able to invite collaborators or edit collaborators' roles.

The admin role is typically given to users managing the Workato team account.

Analyst role

Analysts have no access to team administration nor API keys. They are able to add and edit recipes, connections, SDK, as well as start and stop the on-prem agents.

The analyst role is typically given to users building and testing integration recipes or custom connectors on Workato.

Operator role

Operators only have access to view recipes and jobs, as well as start and stop recipes and rerun jobs.

The operator role is typically given to users maintaining the recipe and ensuring the recipes are running well.

Custom roles

In addition to the default team roles, you can also define custom roles. These allow you to assign fine-grained permission sets to collaborators. You can create new roles on the team page.

Manage your roles and create new roles in the roles tab within the Team feature

When creating a new role, select the specific create, edit and delete rights for recipe assets. In addition, select the additional Workato features within the team account you would like the collaborators to have access to.

Additional role access to Workato features

You can also define the folders, and correspondingly the recipes and connections contained in that folder, that the role will have access to. This is useful when there are multiple teams working on the same Workato account, such as development, QA and production teams in the recipe development lifecycle, or when different departments in the company wishes to manage their recipes separately. Users assigned to those folders will not have access to other folders nor to the Home folder.

Define folder permissions for the new role

Invite collaborators

To invite collaborators, provide the full name of the collaborator and their email.

Invite collaborators to the team

Existing Workato users will be prompted to login to Workato and accept the team invite.

Non-Workato users will be prompted to sign up for a Workato account.

Switching between personal accounts and team accounts

Team members will be able to view the teams they are collaborating on in their account menu, as well as their roles in the team. Members can toggle to these teams by clicking on the team.

Switching to the ACME team account

Audit logs

Recipe changes are logged under Versions tab and attributed to the collaborator who made the change. Older versions of the recipe can be restored by users with admin or analyst roles.

Recipe audit log in Versions tab

Okta Single Sign-On

Follow the steps below to enable Okta SSO for your team.

Create SAML application

Create a new SAML application in Okta admin interface. Refer to the Okta documentation for more details.

Okta Workato Service Provider settings in Wizard mode

Fill the settings form as follows:

Field

Value

Single Sign On URL

https://www.workato.com/saml/init

Allow this app to request other SSO URLs

Enable checkmark

Requestable SSO URLs

Add https://www.workato.com/saml/consume

Audience Restriction

Add https://www.workato.com/saml/metadata

Recipient URL

Add https://www.workato.com/saml/init

Destination URL

Add https://www.workato.com/saml/init

The final Okta settings screen should look like this:
Okta Workato Service Provider completed settings

Obtain Okta metadata URL for Workato SAML setup

Go to the "Sign On" tab and in yellow field you would see link "Identity Provider Metadata". Copy this URL to use in future in Workato Team Settings SAML configuration
Okta metadata URL

OneLogin Single Sign-On

Follow the steps below to enable OneLogin SSO for your team.

Create SAML application

Create a new SAML application in OneLogin admin interface. Refer to the OneLogin documentation for more details.

OneLogin Workato Service Provider settings

Fill the settings form as follows:

Field

Value

Audience

https://www.workato.com/saml/metadata

Recipient

https://www.workato.com/saml/init

ACS (Consumer) URL validator

^https:\/\/www.workato.com\/saml\/*$

ACS (Consumer) URL

https://www.workato.com/saml/consume

Obtain OneLogin metadata URL for Workato SAML setup

Once OneLogin setup finished press on "Save" button in the top right corner of OneLogin SAML settings page.

Click on the menu "More Actions", right click on "SAML metadata" and choose "Copy Link Address" in context menu.

Copy this URL to use in future in Workato Team Settings SAML configuration.

OneLogin metadata URL

Workato Single Sign-on setup

Enable SAML on Team -> Settings page

Enter Team ID - handle to identify team during login (no whitespace or special characters, just letters, numbers and dash)

Set SAML provider

Preferable way of SAML configuration is via metadata URL - get this URL from Identity Provider (see the instructions for Okta and OneLogin)

Also SAML settings could be configured manually. In this case you need to get from SAML Identity Provider next information:

Identity Provider Single Sign-On URL

Identity Provider Issuer

X.509 Certificate
Workato SAML Okta Manual Configuration example

Logging into SAML-enabled team

Once SAML is enabled, access to Team is controlled by SAML Identity Provider (Okta, OneLogin, etc). In order to switch from personal account to the SAML-enabled team you need to go through SAML Identity Provider authentication procedure.
Switch to Team account with Okta authorization

Another way to login directly into SAML-enabled team is by providing a Team ID set during Team SAML configuration procedure. SAML Identity Provider authentication step is required as well.
Login into Team account with Team Id and Okta authentication

SAML Just-In-Time provisioning

Just-in-Time provisioning eliminates the needs for team admins to create Workato user accounts in advance on behalf of team members. When an employee signs up for a new Workato account via SAML SSO, they will automatically be added into the organization's team. When an employee with an existing Workato account logs in via SAML SSO for the first time, they will automatically be added into the organization's team as well. Team members will be given the role of Operator by default.

Information about the new user is taken from the SAML attributes passed to Workato from the identity provider. If attributes are missing, default value are used. The following attributes are supported:

Workato user field

SAML attribute

Default value

User email

workato_email

SAML NameID(in email format)

User first and last name

workato_full_name

part of SAML Name

User team role

workato_role(could be Admin, Analyst or Operator, case-sensitive)

Operator

You may enable SAML Just-In-Time provisioning on Team > Settings page.